Creating and using email templates
You are able to create your own email templates within your ATS. You do this by selecting "Email Templates" from the menu.
This will open the email templates admin screen.
Here you will see that you can edit and create email templates that will be available in the following circumstances:
- Candidate email templates: These are available when you are in the candidate list page and you choose to select one or more candidates and select "Send email to candidate(s)".
- Applicant email templates: These are available when you are in the applicant list page and you choose to select one or more applicants and select "Send email to applicant(s)".
- Interview email templates for interviewers (Hiring Managers): These are available when you are in the communication stage of scheduling an interview an you select the email to send to the interviewers.
- Interview email templates for interviewees (Candidates): These are available when you are in the communication stage of scheduling an interview and you select the email to send to the interviewees.
- Agency user email templates: These are available when you are in the agency list page and you choose to select one or more agencies and select send email.
When you click on the relevant email templates option on the admin list you will see the following "Create / edit email template" screen. See below for the image and notes explaining the purpose of each field.
1. This field is not editable and is there to remind you of the type of email template you are creating / editing.
2. This option let you create a new template or edit and existing template.
3. Ths is the name that you want to give to the email template. The receipient of this email will never see the name, it will only be shown to users when selecting the email template.
4. This is where you add the subject of the emai. Please note: You cannot add any dynamic data in the subject, for example, you cannot create a subject saying "Thanks for applying for our {{job_title}}" and expect the email template to add the relevant job title into the subject. The dynamic data you add via field (5) only applies to the message body (7).
5. This option allows you to choose from a large range of dynamic data which you can add to the email. The most obvious example would be the candidate's name, so you might start an email with "Dear {{candidate_first_name}}," as shown in the example below.
Please note: The options available in this field will depend on the type of email template you are creating. For example, interview templates can include interview dates, times, job details.
6. This option only appears when you are creating an interview template and serves to confirm whether you are creating and interview template for face to face or telephone interviews.
7. When you have created your email select ADD and it will be saved to the system. You can then choose to edit it at any point in the future by selecting it from the list in filed (2).
Copying an Email Template
You are able to copy existing email templates by selecting the relevant template from the list in field (2). Update it to the new format you need, give it a new name (3) and finally select "SAVE AS NEW" which will allow you to create a new email template.
Using Email Signatures with Email Templates
You have two options when you are looking to add a signature to your email template. Firstly you can choose to add the "Organisation Signature". This will send the email with a signature at the bottom that is generic, for example, from "Recruitment Department". Alternatively, you can choose to select "User Signature", which will add the signature for whichever user is the choosing to use this template.
Created 5 years ago by Adrian McDonagh
Updated 2 years ago by Jamie Denny